III. Reporting
The university strives to create an environment where all members of the University community are aware of options for informing the university about instances of suspected Prohibited Conduct, how to seek assistance and support, and how to pursue university action for their own protection and that of the entire campus community. This Policy distinguishes the action of making a Report of possible Prohibited Conduct from filing a Complaint. Thus, information shared about suspected Prohibited Conduct does not automatically trigger the initiation of grievance procedures (investigation or adjudication), as discussed below in Section VI.A. This section outlines the mechanisms for making a Report and how the university will respond to information it receives.
A. How to Make a Report
Any individual, including Students, Employees (including Faculty and Staff), or third parties are encouraged to submit Reports of suspected Prohibited Conduct directly to the IEX Office in-person, via e-mail, phone call, or online.
- To report in person:
- IEX Office/Title IX Coordinator
4615 Forbes Avenue, Suite 330
Pittsburgh, PA 15213
- IEX Office/Title IX Coordinator
- To report by phone or email:
- Please call (412) 268-7125 or email institutionalequity@andrew.cmu.edu
- To report online:
- Please complete this Report Form (not anonymous).
- To report anonymously, online or by phone:
- Please go to cmu.ethicspoint.com or call 844-587-0793.
The university maintains a Resource Guide for individuals who file reports of Prohibited Conduct that provides information for community members about obtaining support from campus and/or community resources, filing reports of Prohibited Conduct through the university’s policies, and how to support a friend or family member who has been impacted by such conduct. Individuals who report Prohibited Conduct in Pennsylvania will also be informed of their rights as a victim of a crime under Pennsylvania law.
Inquiries about the application of civil rights laws to the university or questions regarding this Policy may be directed to the IEX Office, and may also be directed externally to the United States Department of Education’s Office for Civil Rights (“OCR”), contact for which follows.
Office for Civil Rights
U.S. Department of Education
400 Maryland Avenue, SW Washington, D.C. 20202-1100
Phone: (800) 421-3481
Fax: (202) 453-6012
TDD#: (877) 521-2172
Email: OCR@ed.gov
Web: https://www.ed.gov/ocr
B. Mandatory Employee Reporting
All Carnegie Mellon Employees are required to report information about potential violations of this Policy to the IEX Office or the Title IX Coordinator. Reports may be submitted by phone (412-268-7125), email (institutionalequity@andrew.cmu.edu), or in-person by visiting the IEX Office at 4615 Forbes Ave., Pittsburgh, PA 15213. In addition, all teaching assistants are required to report information about potential violations of this Policy that is received within the student’s role as a teaching assistant.
Sharing information with the IEX Office does not automatically trigger the university to initiate a Complaint or impose any obligations on the Complainant. However, disclosing information to the IEX Office enables the university to offer Supportive Measures to the parties so that they may maintain equal access to their education and work environments. As detailed in Section VI.A, in some circumstances, the IEX Office may initiate a Complaint based on the information received.
Upon receipt of a Report, the university will promptly contact the Complainant to discuss appropriate Supportive Measures (see Section V.A) and to explain the process for filing a Complaint (see Section VI.A). Complainants are not obligated to respond to outreach from the university and the university will respect this decision, with limited exceptions where it is obligated by law or to act in the safety interest of the community.
With respect to Students who are also Employees, whether the individual is a mandatory reporter depends on the context in which the person learns of the alleged Prohibited Conduct. Mandatory reporter responsibilities are triggered if the person learned of the alleged Prohibited Conduct in the context of an Employee role, when they would, in that role, be considered a mandatory reporter. Mandatory reporter responsibilities are not triggered if the person learned of the alleged Prohibited Conduct in the context of their receipt of an education as a Student at Carnegie Mellon. However, student workers employed as a Resident Assistant or as a Community Advisor are required to report all potential violations of this Policy, regardless of whether such information is received in the course of the student worker’s employment or as a student.
Public Awareness Events
Employees are required to report information disclosed at sexual misconduct public awareness events (e.g., Take Back the Night, candlelight vigils, protests, or survivor speak-outs in which participants may disclose incidents of Prohibited Conduct). However, disclosures at such events will not prompt the university to take responsive action unless the information reveals an immediate and serious threat to the health or safety of a Complainant, any Students, Employees, or other persons, or unless the individual affected by the alleged Prohibited Conduct clearly indicates that they desire responsive action be taken. The university will still use the information disclosed to inform its education and prevention efforts.
Classroom Disclosures
Disclosures of alleged Prohibited Conduct which occur in connection with a class or other academic setting are not exempt from reporting and such disclosures must be reported to the Title IX Coordinator as described above.
Exceptions to Mandatory Reporting:
Confidential Employees (see Section IV, below) are not required to make a Report when a person informs them of conduct that may constitute Prohibited Conduct if that information is provided while the Confidential Employee is functioning within the scope of their duties to which confidentiality applies.
Importantly, Confidential Employees must provide individuals who have disclosed potential Prohibited Conduct, upon receipt of such information:,
- Explain that they are a Confidential Employee;
- Provide contact information for the IEX Office;
- Explain how to report Prohibited Conduct; and
- Inform the disclosing individual that the IEX Office may be able to offer and coordinate Supportive Measures, as well as initiate an Alternative Resolution Process or investigation under the Grievance Procedures.
If you are unsure of whether you are required to report information, please contact the IEX Office in order to help clarify your responsibilities.
C. Anonymous Reporting
Any individual may make a report of Prohibited Conduct to the IEX Office, and if preferred, may do so without disclosing one’s name using the online reporting portal, available online and by phone, listed above and here:
cmu.ethicspoint.com
844-587-0793
Depending on the level of information available about the incident or the individuals involved, the university’s ability to respond to an anonymous report may be limited. The university will, however, take whatever steps it deems appropriate and in the best interests of the overall University community, consistent with the information available. The university will never refuse to respond to a report solely on the grounds that it was made anonymously.
Information collected through the anonymous reporting line will be shared only with necessary university officials in order to respond to the reported concern. Information is kept confidential and no personally identifiable information is shared, except as necessary to follow this Policy, without the party’s consent.
Filing an anonymous report does not satisfy the mandatory reporting obligations of Employees under Section III.B.
D. Reports to Law Enforcement
An individual who experiences, witnesses, or learns of possible criminal conduct may contact law enforcement directly by calling:
- 911 (for emergencies off-campus)
- University Police Department
300 South Craig Street
Pittsburgh, PA 15213
(412) 268-2323 (for emergencies on-campus)
campuspd@andrew.cmu.edu
Making a report to law enforcement does not generally obligate an individual to pursue a criminal complaint, or to participate in the university’s disciplinary process. An individual may choose to participate in the university’s disciplinary process, an external criminal process, both, or neither. In the event that both criminal and disciplinary processes are at issue, the university may comply with law enforcement requests for temporary delays in the disciplinary process in order to permit law enforcement to gather evidence for a criminal investigation.
Information about local medical care, local hospitals, including where a person may obtain an examination by a Sexual Assault Nurse Examiner (SANE) is available on the website for IEX Office.
Medical care may address physical and mental health concerns, including, where applicable, those related to pregnancy and/or sexually transmitted infections. Medical providers may also be able to assist in the collection and preservation of evidence. The ability to collect and preserve evidence of Sexual Assault is limited in time, so it is essential that care be sought as soon as possible. Individuals should avoid showering/bathing, douching, and, if possible, urinating. In the event of oral sexual contact, individuals should avoid eating, drinking, or brushing teeth. Any soiled clothes, towels, or bedding should be retained in paper bags. Preserving physical evidence in this manner may facilitate a criminal investigation, but seeking medical treatment does not obligate an individual to pursue a criminal complaint.
E. How the Office for Institutional Equity and University Police Share Information about Prohibited Conduct
The university’s process for addressing Prohibited Conduct is separate from the law enforcement process for addressing crimes.
The university strongly believes that the decision as to whether to report a crime should be left to the individual(s) impacted by the crime, except in very limited circumstances where there may be an immediate threat to the University community or other legal obligation to report. The IEX Office will share de-identified information about Reports with University Police where required for the purpose of complying with the university’s federal reporting obligations to facilitate accurate compilation of crime statistics, and to ensure that other public safety responsibilities are addressed. In extremely limited circumstances, the IEX Office may share identifying information with University Police, for example, where the university is obligated to report a “Timely Warning” pursuant to Jeanne Clery Disclosure of Campus Security Policy and Campus Crime Statistics Act (e.g., when a crime has been committed on or near University Property which represents a serious, ongoing threat and/or is part of an ongoing pattern). The report does not constitute a criminal complaint to law enforcement, although the University Police Department may contact individuals to offer assistance, inquire about their willingness to preserve evidence, or file a criminal complaint.
Making a report to the University Police means that information will be shared with others as is necessary and appropriate. For example, if an individual makes a report of Prohibited Conduct to the University Police Department that has not already been reported to the IEX Office, the University Police Department will report the matter to the IEX Office. The purpose of this report is to ensure that the university can take appropriate actions to seek to eliminate Prohibited Conduct, prevent its recurrence, and remedy its effects. The Complainant or others may be contacted by the IEX Office to follow up on the information received from the University Police Department to offer supportive measures, including filing a Complaint with the IEX Office.
F. Annual Training
As required by applicable Title IX regulations, the university must ensure that all university Employees receive training related to their duties under Title IX promptly upon hiring or change of position that alters their duties under Title IX and annually thereafter.
All Employees must be annually trained on:
- The obligation to address Sex Discrimination in University Programs or Activities and how to report Prohibited Conduct to the IEX Office;
- The scope of conduct that constitutes Sex Discrimination, Sex-Based Harassment, and related Retaliation under this Policy; and
- All applicable notification and information requirements, including the Employee’s mandatory reporting obligation with respect to known or suspected Sex Discrimination, and the Employee’s duty to provide certain required disclosures to a Student, as discussed further below, when informed by a Student of that Student’s Pregnancy or related conditions.
Additional training on specific topics is required of investigators, decisionmakers, and other persons who are responsible for implementing the university’s grievance procedures or have the authority to modify or terminate Supportive Measures; facilitators of any Alternative Resolution Process; and the university’s Title IX Coordinator and designees. Additional information regarding training is available on the IEX website.
G. Amnesty for Students When Reporting Prohibited Conduct to the University
The university will not pursue violations of the university’s Alcohol and Drug Policy and/or Hazing Policy against any Student in an investigation under this Policy for potential violations of the Alcohol and Drug Policy and/or Hazing Policy, as long as any such violations did not and do not place the health or safety of any other person at risk. The university may, however, initiate an assessment, educational discussion, or pursue other developmental interventions (non-disciplinary options) to address hazing or the use of alcohol or other drug use.